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Open nowPosted 7 hours ago

Administrative Assistant

alexanderwang

Where
New York, NY, United States
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Your applicationOpen nowAdministrative Assistantalexanderwang · New York, NY, United States

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Share of postings closed within
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  4. 20.4%14 days
  5. 35.6%30 days
  6. 58.7%60 days
This job: posted 7 hours ago

The posting

Position Title: Administrative Assistant

Reporting to Title: Senior Executive Assistant

Summary: The Administrative Assistant is responsible for providing essential day-to-day support and ensuring smooth operations for the Global President and NY HQ office, and will report to the Senior Executive Assistant. The ideal candidate will possess exceptional organizational skills, strong attention to detail, and a working understanding of the fashion industry. Key functions include co-owning calendar management for the Global President, serving as the first point of contact at the front-of-house desk, coordinating travel and expenses, partnering with HR on employee engagement events and Town Halls, and supporting preparation for Market weeks.

Responsibilities include but are not limited to:

Administrative Assistant Support (Reporting to the Senior Executive Assistant)

  • Provide a broad range of administrative support to the Senior Executive Assistant: writing/editing emails, drafting memos, scheduling, and following up on correspondence.
  • Assist with calendar management and scheduling support as directed by the Senior Executive Assistant.
  • Support and co-own calendar management for the Global President in partnership with the Senior Executive Assistant.
  • Prioritize multiple inquiries and requests while troubleshooting and diminishing scheduling conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
  • Help prepare agendas for key meetings and ensure follow-up on action items.
  • Organize and prepare meetings, live and across digital platforms, and ensure attendance with appropriate scheduling details and reminders for participants.
  • Support travel coordination, assisting with domestic and international itinerary logistics as directed.
  • Manage highly sensitive and confidential information and materials.
  • Research, prioritize, and follow up on incoming issues and concerns, determining appropriate course of action, referral, or response, and escalating to the Senior Executive Assistant as needed.
  • Support additional business areas and special projects as needed.
  • Perform ad-hoc errands as needed.
  • Coordinate daily lunch orders and logistics.

Front of House & Reception

  • Sit at the front-of-house desk, greeting and fielding visitors and partnering with Security to ensure smooth, secure access to the office.
  • Execute daily office walkthroughs and restock supplies as needed.
  • Support Facilities Team, as needed, on incoming packages.
  • Partner with housekeeping to ensure office standards + safety are upheld.

Employee Engagement

  • Partner with HR on the planning and execution of employee engagement events.
  • Travel & Expense Management
  • Coordinate travel bookings for the Global President, including domestic and international logistics.
  • Manage expenses for the Global President, including support on receipt allocation and adherence to budget.

Market Week + Twice Annual Town Hall Support

  • Assist in preparation and logistics for Market weeks.
  • Assist in preparation and logistics for all Town Halls.

Requirements

  • 1 to 2 years in an administrative, executive support, or reception role.
  • Fashion or luxury industry background preferred.
  • Proficiency in Microsoft Office and Outlook (Concur or a similar expense platform is a plus).
  • Strong calendar management skills and sound judgment when prioritizing competing requests.
  • Clear, polished written and verbal communication, with a professional presence at the front desk.
  • Absolute discretion with confidential information.
  • Organized, detail-oriented, and comfortable shifting between priorities quickly.
  • On-site at NY HQ five days a week.

Benefits

We offer a comprehensive benefits package, including but not limited to:

  • Clothing allowance & discounted merchandise
  • Healthcare (medical/dental/vision) coverage
  • Flexible spending account (FSA) & Commuter benefits
  • 401(k) savings plan with employer match
  • Summer Fridays
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